Viewing Imported Corporate Card Expenses
When you import corporate card charges using a format profile, NetSuite stores them in the Imported Employee Expenses list. When new expenses are available, employees receive an email notification and a reminder in the Reminder portlet on the NetSuite Home page. You can click the link in the notification or reminder to see a list of your imported expenses.
If you have the Administrator role, you can view and validate expense lines for every employee, daily.
To view imported corporate card expenses:
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Go to Transactions > Employees > Imported Employee Expenses. Alternatively, do the following:
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On the Home dashboard, go to the Reminders portlet.
NetSuite displays the number of imported expense report charges waiting to be expensed.
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Click Expense Report Charges Waiting.
The Imported Employee Expenses list appears. If you have the Administrator role, expenses for all employees appear. Otherwise, only your expenses appear.
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Before you add expenses to an expense report, you should validate the integrity of your expenses by reviewing the following transaction details:
Note:If you have the Administrator role, you can validate expense lines for all employees daily.
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Employee – The employee to which the expense applies.
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Status – The status of the expense, which can be the following:
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Failed – The expense could not be imported. Contact your administrator for assistance.
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Ignored – An expense excluded from the expense report. You can ignore expenses by selecting them and clicking Ignore Selected.
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Pending – There was a problem linking the charge to this employee. The associated employee record could contain an error such as a typo in the cardholder name that needs addressing. Contact your administrator for assistance.
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Processed – This expense has already been added to an expense report.
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Ready – You can add this expense to an expense report. To add expenses to expense reports, select expenses and click Add to New Expense Report.
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Date – The date on which the expense occurred.
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Amount – The amount charged to the corporate card.
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Expense Category – The category of the expense.
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Memo – The memo for the expense, if available.
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Corporate Card – The corporate card to which this expense was charged.
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For more information on this page, including how to add expense transactions to expense reports, see Creating Expense Reports With Imported Transactions.